Organising and Managing a Statistical System in a Small Country Strategic Management Seminar for Candidate and Western Balkan Countries Split, Croatia 22-23 November 2007 Session I Organising and Managing a Statistical System in a Small Country Hallgrímur Snorrason Heinrich Brüngger

Statistical system in a small country - session Ia Introduction - the demand for official statistics (Snorrason) Legislative framework – confidentiality (Brüngger) Organisational structure (Snorrason) Managing demand – priority setting (Snorrason) Discussion in 2 groups Legislative issues and confidentiality (Snorrason) Managing demand, priority setting, user contact (Brüngger)

Statistical system in a small country - session Ib Collecting data (Snorrason) IT management – digital dissemination (Snorrason) Development and human resource policies (Brüngger) Regional cooperation (Brüngger) Discussion in 2 groups IT management and dissemination (Brüngger) Regional cooperation (Snorrason)

Official statistics – based on the UN Fundamental Principles Introduction Official statistics – based on the UN Fundamental Principles Essential part of the information system of a democratic state Professional independence Confidentiality Transparency Prerequisites for official statistics in small countries Legislative framework Sound organisational structure Careful management – particularly for setting clear priorities and maintaining high level of efficiency

Organisational structure Varying traditions and practices between countries and over time Icelandic experience: small countries should have centralised statistical systems More comprehensive coverage, clearer responsibilities Harmonisation of methods, standards and practices (security, confidentiality, transparency of processes and practices, pre-release calendars, pre-publication dates for outcomes and revisions) Increased efficiency and quality in dissemination Gains in professional standards More focused international cooperation

Managing demand – priority setting Small agencies face larger demands than they can cope with – from government, businesses, households, educational institutions, international institutions Demand for statistics in small countries is characterized by: Large number of subject matters – hence surveys Too frequent surveys Very large representative samples – hence very costly The required level of detail is larger than can be obtained from economic actors in small countries

Managing demand – priority setting Continuous dialogue with users Explain scarce capacity and other limitations Seek cooperation in setting priorities Coordinate demand from different users and align it with international requirements Gain acceptance of the use of international definitions, classifications and practices and abandon special domestic standards Seek cooperation with international agencies on demand and priorities

Continuous dialogue with users The use of advisory and user groups Advisory groups Permanent or ad-hoc groups For development of new surveys, new statistics For methodological discussions User groups For continuous consultation and information on the present scope of work, future plans, European demands, annual plans and priority setting, on dissemination, use of data for research etc. Utilisation of the information services of the NSI to gain knowledge of user demand

Statistical system in a small country - session Ib Collecting data (Snorrason) IT management – digital dissemination (Snorrason) Development and human resource policies (Brüngger) Regional cooperation (Brüngger) Discussion in 2 groups IT management and dissemination (Brüngger) Regional cooperation (Snorrason)

Difficulties in collecting data – increasing in many countries Possible measures to ease data collection: Applying best practices – and announce that – as regards collection methods and ensuring confidentiality Using administrative records for statistical purposes Collecting data electronically from enterprises and institutions – direct linking to information systems of firms, web enquiries, web solutions

Best practices in data collection Establishing trust between statistical agency and data provider/respondent Explaining the purpose of the data collection Explaining the handling of the data and how confidentiality is ensured Proclaiming loudly and clearly that best practices are applied Show that the data is collected for statistical purposes – by disseminating the statistics, speedily and regularly

Utilising administrative records In some countries there is a long tradition for using administrative records and registers Advantages: cost effective, no response burden Several preconditions: Availability of good quality, usable records/registers Acceptance by businesses and households Legal authorisation for the statistical agency to use such data Legal and real recognition by administrations holding administrative records on their use for statistical purposes Full observation of confidentiality requirements

Electronic data collection – some examples Electronic transfers and on-line use of databases – population register, tax registers, customs databases Combining sample surveys and administrative data Collecting data directly from information systems of businesses – wage data, PPI data Acquiring data as by-product of public information systems Collecting data over the web – XML questionnaires and tables

IT-management in a small statistical agency Main features of the IT policy applied at Statistics Iceland Heavy reliance on IT at all stages of production and dissemination Maintaining a uniform IT- platform within the house “Federal” organisation: small development and service unit but large involvement and responsibility of the different production and dissemination units

Based on considerations of both efficiency and quality Heavy reliance on IT Based on considerations of both efficiency and quality Data collection: transfers of large amounts of register data, on-line access to administrative sources and information systems, CATI, web-solutions etc. Quality considerations Uniformity of data treatment, traceability of data, applications for data editing and control, increased ease for outside users Use of standard software – avoidance of tailor made in-house systems Use of state-of-the-art technologies IT used by all employees - flexible policy for employee use Sufficient training Sufficient number of up-to-date workstations

Applying a uniform IT-platform Involves having the same family of software and central decision taking on deployment Is believed to have produced large cost savings and efficiency gains: Decisions on deployment are taken with a strict view to relative costs Cost savings through contracts on comprehensive deals and services involving several compatible systems Reliance on one family of software makes for efficiency in training and learning, for subject matter specialists and IT-staff (both as regards user services and software application)

In-house organisation of IT-work Statistics Iceland has maintained a relatively small specialised IT force within the house This requires relatively high level of skills within the subject matter departments Involves some use of outside consultants or contractors Previous organisation: IT divided in one unit for services and another for applications and development Recent reorganisation into one unit is believed to have brought gains in both quality and efficiency Need for certain overlap in skills in a small institution Ensuring continuity in running the IT-system and provision of staff support

Digital dissemination of statistics Reorganising the system and practices of dissemination – from production of printed reports to web-based publication Icelandic example Reorganisation of the website; contains 1,000 tables in Icelandic and in English, uses PX-Web system for creating and publishing tables Publication of large printed publications was stopped (though not the Statistical Yearbook) Printed reports replaced by concise thematic reports, published on the web, can be downloaded, may be ordered in printed form (digital printing) All web use including downloading is free of charge Most countries and NSI´s are ready for this!!!